PERSONAL ASSISTANT

Key Responsibilities

Executive Support

1. Serve as the primary point of contact between the CEO and internal/external stakeholders.
2. Manage the CEO's daily schedule, appointments, meetings, and calendar to ensure efficient time management.
3. Screen and manage incoming phone calls, emails, correspondence, enquiries, and requests, responding to or redirecting them as appropriate.
4. Prepare and organize documents, reports, presentations, briefing papers, meeting agendas, and minutes.
5. Coordinate meetings, including scheduling, venue arrangements, preparation of materials, recording meeting minutes, and following up on action items.
6. Welcome and attend to visitors, clients, business partners, and guests on behalf of the CEO.
7. Handle confidential and sensitive information with the highest level of professionalism and discretion.

Travel & Personal Assistance

1. Arrange and coordinate the CEO's business travel, including flight bookings, accommodation, transportation, visas, and travel itineraries.
2. Assist the CEO with personal matters and assignments while maintaining strict confidentiality.
3. Travel to company branches, business locations, or external venues as instructed by the CEO.

Administration & Coordination

1. Liaise and maintain effective communication with clients, suppliers, government agencies, business partners, and internal departments.
2. Perform general administrative and clerical duties, including preparing correspondence, filing documents, photocopying, scanning, mailing, and maintaining records.
3. Monitor office supplies and coordinate procurement while ensuring expenditure remains within the approved budget.
4. Assist in drafting business letters, memos, notices, and other corporate documents.

Operations & Project Support

1. Support the CEO in overseeing company operations by coordinating with department heads and monitoring project progress.
2. Conduct research, gather information, analyse data, and prepare recommendations for operational improvements.
3. Follow up with departments to ensure tasks and projects assigned by the CEO are completed within the stipulated timeline.
4. Assist in implementing company initiatives, strategic projects, and continuous improvement programmes.

HR & Event Support

1. Provide support to Human Resources functions, including assisting with administrative processes, employee documentation, and operational coordination when required.
2. Assist in planning, coordinating, and executing company meetings, training programmes, corporate events, and other business functions to ensure smooth implementation.

Other Responsibilities

1. Perform any other duties, assignments, or special projects as assigned by the CEO or the Management from time to time.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Human Resources, or a related field.
• Minimum 2–3 years of experience as a Personal Assistant, Executive Assistant, or in a similar role.
• Fluent in Bahasa and English, with proficiency in Mandarin, is required to communicate effectively with China-based clients and business partners.
• Excellent organisational, communication, and time management skills.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to multitask, prioritise, and work under pressure with minimal supervision.
• High level of integrity, professionalism, and confidentiality.
• Strong interpersonal and problem-solving skills.
• Willing to travel as and when required.
• Possess a valid driving licence and own transport is an added advantage.